SAS Graduate Tracking System

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System Components: The Graduate tracking system aims to improve the visibility of graduate student data among all interested parties.

There are 4 components to the system:

Graduate Student Offer package data collection and management.

Financial tracking and reporting on graduate student support throughout their career at RU.

Forecasting, reporting and analysis of Electronic offer financial, letter generation, demographic and archiving and academic data management. on all doctorate level graduate students.

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“Offers” Process Flow Late Fall • Admissions Deadlines for Programs. • Dept prepare for incoming class offers in Graduate Tracking by reconciling data from previous fiscal years.

December • SAS Excellence Fellowship allocations provided by the SAS Business Office Departments. Uploaded to Graduate Tracking System.

January / February • Dept reviews applications and makes admission decisions. • Dept to mark decision in Grad Portal.

January / February/ March • Dept MUST enter in offer information for SAS Excellence Fellows and any offer letters that are generated by the Graduate School – New Brunswick. • Depts strongly encouraged to enter all offer information for all students to allow for data management of students in your programs in one system.

February – April 15 • Track student responses in the system. • Issue revised offers or offers to candidates lower on your waitlist as needed.

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Offers Accepted

Funding

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Tracking “Funding” Process Flow

Fall Semester (after tuition charges are provided)

• Reconcile charges on the funding side of system • Stipend, salary and tuition

Spring Semester (after tuition charges are provided)

• Reconcile charges on the funding side of system • Stipend, salary and tuition

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To Access the System

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Direct Page (URL) – https://secure.sas.rutgers.edu/apps/gradtracking Sign in – Rutgers NetID and Password For access – contact Sunita Jagtiani ([email protected])

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Main Screen Features:

• When you login in you will be brought to the screen above. • List of all students affiliated with your program • Student Actions Tab – • Search Existing Students • Manage Students in your program • Add New Student

• Management Tab • (Budgeting Tool)

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Main Screen Features (con’t):

• Ability to manage you students affiliation with your program. • • • •

Mark as Current (Accept), Mark as Declined (Decline), Mark as Extending Offer (Extend Offer), Mark as Archived (If has end date will populate on list, not report)

• Status Column – will reflect student status with your program. • • • •

Current (active in the program), Archive (If have an End Date, still populates on list but not on reports), Decline (did not accept) Extending Offer (in the offer period).

• Search box – Universal; can search data for all columns • Show – drop down box; can see 10-100 names at a time

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Offer Process Details: • • •

In order to make an offer, click on the Student Actions Tab Next, click on Add New Student Record There are 2 ways to add an Offer: – Auto populte: type in the Student’s RUID # and all of the information should populate. Make edits as you need. – Manual: Type in all of the required information. After all the information has been entered, Click SAVE. You have now entered the Student’s Basic Information.

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Offer Process Details: (Manual Entry) • • •

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Click on Add New Affiliation

Enter all of the required information (Program, Begin Date, End Date and Status). After that, click Save. Once it has been saved, the green box should appear.

Next, click on the Student’s Name to get to the next screen.

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Offer Process Details: (Manual Entry) •

Under Contact Information, Click on Phone Numbers and then click on Add New Phone Number.

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Edit Phone Number by selecting Phone Number type from Drop down box Type in Phone Number then click Save. After that, click on the Student’s Name to get back to Email Address.

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Offer Process Details: (Manual Entry) •

Click on Email Addresses, then click on Add New Email Address

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Enter student’s email address and click on drop down box for Primary Address and select either Yes or NO and click SAVE.

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After that, click on the Student’s name to return to Mailing Addresses.

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Offer Process Details: (Manual Entry) •

Click on Mailing Addresses and then click on Add New Mailing Address

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Enter the required information: Address type, Primary Address, Address 1 and/or Address 2, City, State, Zip Code and select Yes or No for International Address Next, Click Save.

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After that, go to Education Information.

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Offer Process Details: (Manual Entry) •

Click on Education Information and then click on Add New Degree

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Enter required information: Degree type, Institution, GPA, Degree Month and Degree Year Click Save and then click on Student’s Name to return to Testing History.

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Offer Process Details: (Manual Entry) •

Click on Testing History and then click on Add New Test

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Next, enter the required information. Fill in as much information as you can for the test type, test date, total score, verbal score, etc. Once that has been completed, click SAVE and click on the Student’s name to get back to next screen

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Offer Process Details: (Auto-populate & Manual Entry)

• Click on Offer and Funding Information in top bar to take you to this section and click open “Student Offers” Section • Click on Add New Offer

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Offer Process Details:

– Enter information for: • Program • Offer Effective AY - if AY 2013-2014 – enter 2014 • Offer comment, in any

– Click Save

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Offer Process Details: •

Click on the Add Support button.

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Can add support via: –

Full Support form •

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Using this method allows you to enter each year separately from scratch

Fellowship Support Wizard (Recommended) •

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Will allow you to create multiple years of support for SAS Excellence Fellow and TA at one time. Each year can then be edited

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Offer Process Details: Fellowship Support Wizard •

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Fellowship Type, select appropriate type (SAS Fellowship = SAS Excellence) from the drop down box Enter “Total Years of Support” Use check box sections to check in which years, student will be “fellow” or “TA” Enter Account number (this can be edited if accounts vary from year to year) Enter stipend amount for “Fellowship”. TA salary will be auto entered. Enter “Estimated Credits Per Semster” Once all the information has been entered, click on the Generate Offer Support Data at the bottom. After that, click on Leave the Page.

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Budgeting Tool: Funding • •

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Next, under the Management tab, select Budgeting Tool After that, select a budget year and program from the drop down boxes. Once you have chosen from the drop down boxes, click the View button.

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Budgeting Tool

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Once you click the View button, Accounts summary and Charges to the Accounts will populate. Next, click on a Student’s name to begin updating funding information. Helpful Hint: click on the Show dropdown box and search by 100 and also search for year – Sort by Type and Funding. Budget Information for stipend and tuition only This table can be used to see how it impacts allocation for the year to manage the budget.

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Budgeting Tool: Funding • •

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Example: Click on Student, Fred Solinger for SAS Fellowship (Stipend) Helpful Hint: If hold Ctrl down and click on student name, a new page will open up and the filter will retain information. – When go back to other screen, be sure to Refresh the screen.

After click on Student’s name, click on the Offer and Funding Information Tab which is next to the Education Information Tab on the top.

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Budgeting Tool: Funding •

Scroll to the bottom of the page and click on Student Funding.

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After that, click on Edit Funding…

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Budgeting Tool: Funding

Click the Edit Button for the Year of Support, 2013 (Select this year since you selected Budget Year 2013 to edit in Budgeting Tool

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Budgeting Tool: Funding • •

Edit the information that needs to be updated/changed. (Change the stipend and tuition amount if needed)

After that step has been completed, click the Save button.

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Budgeting Tool: Funding •

Next, go back to the Management Tab and select Budgeting Tool

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After that, Select a Budget Year and Program and then click on the View Button.

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Click on the Account Number (the number in red)

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Budgeting Tool: Funding •

After that, Search for Student

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(Example: Fred Solinger)

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This is the information that will populate. Next, click on Funding (in red) for the year 2013 (Stipend) Once all funding information has been updated/changed, please mark as reconciled. (will change from black to blue)

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Budgeting Tool: Funding •

Next, click on Return to Budget Overview to review all the data

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The budget information for the tuition and stipend should reconcile. If not, be sure to double check funding information.

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Contacts System Concerns: • Sunita Jagtiani • ([email protected]) • 848-932-6408 Allocation Concerns: • Your area dean • Your SAS business manager

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THANK YOU!